Executive Assistant

About the role

You will provide high‑level administrative support to the global Talent, Development & Learning leadership team, primarily based in the United States. The role demands discretion, proactive problem‑solving, and the ability to manage confidential matters while working autonomously in a fast‑paced, global environment.

Key responsibilities

• Manage complex calendars for Global Heads of T&D and other senior leaders, preparing background materials for meetings.
• Coordinate global travel, process expense reports, and ensure compliance with approval procedures.
• Plan and execute team meetings, off‑sites, and events, including minute‑taking, action‑item tracking, and maintenance of SharePoint sites and Teams channels.
• Oversee financial administration: budget tracking, purchase order creation, invoice handling, and contract coordination with Procurement.
• Prepare, edit, and review communications such as announcements, presentations, and correspondence.
• Collaborate with Talent & Development administrative teams and other executive support functions across Novartis.
• Drive digital and AI‑enabled improvements to streamline the function’s operations.

Required profile

• Proven experience handling highly confidential information with integrity.
• Ability to manage rapidly changing schedules and prioritize tasks in a global setting.
• Self‑motivated, proactive, and resourceful with strong risk‑identification and solution‑oriented mindset.

Required skills

• Microsoft Word
• Microsoft Outlook
• Microsoft Excel
• Microsoft PowerPoint
• SharePoint